Phytosanitary Certification Manual - International & Domestic - Revision Date: May 18, 2021
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Phytosanitary Certification
Manual
International & Domestic
Revision Date: May 18, 20212021 PHYTOSANITARY CERTIFICATION GUIDELINES
Table of Contents
Introduction ............................................................................................ 2
Making An Appointment ......................................................................... 2
Import Requirements of Foreign Countries ............................................. 3
Types of Phytosanitary Certificates ........................................................ 4
Federal Phytosanitary Certificates ............................................................. 4
State Phytosanitary Certificates ................................................................. 5
Application for Phytosanitary Certificate ................................................. 6
Instructions for Completing PCIT Applications .......................................... 7
Shipment Inspection ................................................................................ 13
Shipment Sampling .................................................................................. 13
Sampling for Laboratory Analysis ............................................................ 14
Bean Serology Sampling ......................................................................... 14
Nematode Analysis .................................................................................. 15
Supporting Documents ............................................................................ 15
Issuance of Phytosanitary Certificates .................................................. 17
Appendix A – Time Limits ..................................................................... 18
Appendix B – Requested Hold Procedures........................................... 19
Appendix C – Fee Schedule ................................................................. 20
Appendix D – Sample Release Letter ................................................... 21
Appendix E – Lab Submission Sample Letter ....................................... 22
Appendix F – Approved Samplers ........................................................ 23
Appendix G – Soil Guidelines ............................................................... 25
Appendix H – Blend Lots and Name Change ....................................... 26
Appendix I – Division of Plant Industries Contacts ................................ 27
This publication is also available on the ISDA Home Page at
(https://agri.idaho.gov/main/plants/field-inspection-export-and-phytosanitary-
certification/).INTRODUCTION Phytosanitary certificates (PC) are issued to indicate that consignments of plants, plant products or other regulated articles meet specified phytosanitary import requirements, and are in conformity with the certifying statement of the appropriate type certificate. Phytosanitary certificates should only be issued for this purpose. Each type certificate provides a standard wording and format that should be followed for the preparation of official phytosanitary certificates. This is necessary to ensure the validity of the documents, that they are easily recognized, and that essential information is reported. Importing countries should only require phytosanitary certificates for regulated articles. These include commodities such as plants, bulbs and tubers, or seeds for propagation, fruits and vegetables, cut flowers and branches, grain, and growing medium. Phytosanitary certificates may also be used for certain plant products that have been processed where such products, by their nature or that of their processing, have a potential for introducing regulated pests (e.g. wood, cotton). Phytosanitary certificates may also be used for other regulated articles where Phytosanitary measures are technically justified (e.g. empty containers, vehicles, and organisms). Importing countries should not require phytosanitary certificates for plant products that have been processed in such a way that they have no potential for introducing regulated pests, or for other articles that do not require phytosanitary measures. The State of Idaho does not require anyone to get a phytosanitary certificate of any type to export a commodity. A PC is required by most importing countries and some states. There is usually little the Idaho State Department of Agriculture (ISDA) and/or the U. S. Department of Agriculture (USDA) can do to remedy the situation when a commodity without the proper PC becomes "held" at a port-of- entry. ISDA, through a Memorandum of Understanding with USDA, is authorized to issue Federal Phytosanitary Certificates. MAKING AN APPOINTMENT Appointments for inspection will be accepted on a first-come, first-serve basis. Schedule samplings and inspections 24 to 48 hours in advance. Although we do our best to accommodate AM/PM requests, we cannot guarantee service at a specific time without a RUSH service request ($100). A request for a specific time frame (for example, between 9:00 & 11:00 AM) falls into a RUSH request. 2
Please give specific information about the shipment for which you are requesting
an inspection, such as how many lots, number and size of samples, types of
containers (tri-wall, bins, packets, bags), number of certified true copies and
number of phytosanitary certificates. This information is very helpful to ISDA for
scheduling the inspector’s time in the most efficient way possible.
If you are in Northern Idaho, call the investigator nearest to you. In the Treasure
Valley, call “The Phyto Line” at (208) 332-8629 before 8:00 a.m. of the day you
require service. In Magic Valley and Eastern Idaho, call “The Phyto Line” at (208)
736-3032. If you have questions, you can call (208) 332-8650 in the Treasure
Valley and (208) 736-2195 in the Magic Valley. These phone numbers, fax
numbers, and e-mail addresses are all listed in Appendix I on page 28 and 29.
Walk-in inspections must be made by appointment.
For official sample(s) submitted to ISDA’s Plant Pathology Laboratory, a
Pathology Submission form and sample submission letter must be presented to
the inspector at time of sampling. The PDF forms are available online at
agri.idaho.gov go to Labs, then click on Plant Pathology Lab, then click on Plant
Pathology Submission Form. This is a fillable form. Then print it and provide at
time of official sample. http://agri.idaho.gov/main/wp -
content/uploads/2017/11/ISDA-PPL-SampleSubmissionFormfillable5.pdf. An
example of the submission letter can be found in Appendix E on page 23.
Seed Analysis Certificate (USDA SAC) and International Seed Testing
Association Sampling (ISTA) —Due to the time commitment for SAC and ISTA
sampling, notification of one (1) week prior to the date of requested sampling is
requested. A $25 per hour inspection charge in addition to the per sample fee.
(see Appendix C—Fee Schedule on page 20).
IMPORT REQUIREMENTS OF FOREIGN COUNTRIES
Rules and requirements followed in issuing a Phyto certificate are set forth in the
Phytosanitary Export Database (PExD) system and Export Program Manual
(XPM). PExD contains phytosanitary import requirements of U.S. origin
commodities to foreign countries. This information may be retrieved by users with
access to the Phytosanitary Certificate Issuance & Tracking (PCIT) system.
Requirements may also be obtained by contacting any of the ISDA employees or
offices listed in Appendix I on page 27.
Requirements may also be received by the exporter in the form of an Import
Permit (IP). An IP generally, but not always, supersedes requirements cited in
the importing country’s export summary. (See page 16 Supporting Documents).
See page 4 & 5 Re-export (foreign origin) commodity.
3TYPES OF PHYTOSANITARY CERTIFICATES
Federal Phytosanitary Certificates
Federal Phytosanitary Certificate (PPQ Form 577)
A 577 is issued when a plant commodity from the United States will be shipped
to an importer in a foreign country. The format of a 577 is regulated by the
International Plant Protection Convention (IPPC). A 577 certifies that the
shipment is apparently free from pests and diseases of quarantine significance to
the importing country and substantially free from other pests and diseases.
General freedom is based on a visual inspection of the shipment or an officially
drawn representative sample of the shipment.
To be eligible for a 577, a plant commodity must meet the following criteria:
• Plant commodity was produced (originated) in the United States and the
commodity is comprised of plants, plant parts, or something derived from
plants, including mushrooms, and is unprocessed.
• The commodity meets the import requirements of the destination country;
either from PExD or from an IP.
• The commodity, or an officially drawn sample, has been examined visually
and found free from pests and pathogens of concern to the importing
country.
• A commodity considered "unrestricted" by the importing country may still be
issued a PC, though one is not required.
• Foreign origin commodity without importing phyto. Customer must supply the
requirements from the destination country for the origin country.
• Foreign origin commodities that have entered United States commerce,
been safeguarded, or remain sealed in original packaging, which are being
returned to the country of origin, can be certified without official
communication from the country of origin. Exporters should verify if there are
additional phytosanitary requirements from the country of origin prior to
exportation
Export Certificate Processed Plant Products Certificate (PPQ Form 578)
A 578 is issued to expedite entry of a processed commodity with a history of
phytosanitary concerns to the importing countries. It is not a phytosanitary
certificate. It does not certify plant health. It may be issued under the following
circumstances:
• Only for processed products listed in PEXD.
• The acceptable processed product originates in the US.
• Processed product meets the requirements of the importing country.
Federal Re-export Certificate (PPQ Form 579)
A 579 is issued for plants and unprocessed or unmanufactured plant products
that have been imported into the US. The exporter is responsible for providing
the import requirements of the destination country for the commodity(ies) from
the originating country. (Example: Chile seed shipped to U.S. being forwarded to
the Netherlands, the Exporter must provide Netherlands requirements for Chile
seed.)
4A 579 may be used under the following conditions:
• For plant commodities whose origin is outside the United States and a US
exporter wishes to export the commodity to a foreign country.
• If any part of a re-export shipment is of foreign origin, and any domestic
portion of the shipment cannot be separated from the material of foreign
origin, the entire shipment is to be considered foreign for certification
purposes (i.e., if a blend of domestic and foreign seed is being shipped, the
entire blend lot would be considered foreign).
• If any component of a re-export shipment is known to be prohibited by the
importing country, a 579 cannot be issued unless a valid IP is received and
the requirements can be met.
• Additional declarations (AD) citing the following may be added to a 579:
1. "IP Number ___ presented." If a valid IP is presented and all conditions
from the IP can be met. The IP translation must be certified. (See page 15
Supporting Documents”).
2. Any authorized AD citing inspection, testing or laboratory analysis and
results if conducted in the US by an approved laboratory or government
agency on officially drawn samples. (See “Field Inspection Documents”
and “Laboratory Testing Documents” on page17).
• A certified true copy (CTC) of the PC accompanying the shipment into the
US should also be submitted with the 579 application. A copy of the foreign
PC may be attached to the 579 and referenced in the appropriate section if a
certified true copy is provided to ISDA. If no CTC or original importing
phytosanitary certificate is presented, a 577 (PPQ Form 577) may be issued,
provided all requirements can be met.
• If more than one commodity and more than one country of origin are on a
single 579, the country of origin of each commodity must be specified in the
origin section (i.e. the origin section of a 579 for corn and beans from Chile
and Argentina might read as follows: “Chile (beans), Argentina (corn)).
Foreign origin commodities that have entered United States commerce, been
safeguarded, or remain sealed in original packaging, which are being returned to
the country of origin, can be certified without official communication from the
country of origin. Exporters should verify if there are additional phytosanitary
requirements from the country of origin prior to exportation.
State Phytosanitary Certificates
State Phytosanitary Certificates should now be submitted via the PCIT program.
To enter a State Phyto Application in PCIT, select “Idaho Certificate” when
choosing the form type. Please submit the PCIT application/inventory page. The
application can be found on our website at agri.idaho.gov go to Plants & Insects,
then click on Field Inspections & Exports, under Forms, Reports & Publications
click on Inventory Page for State Phytosanitary Certificate—For use in PCIT
application process or https://agri.idaho.gov/main/wp-content/uploads/2018/02/
STATEPCITINVENTORYPAGE.pdf
State Nursery Phytosanitary Certificate
A state phyto certificate may be issued only if the destination is another state or
a US territory. The commodity would have to meet any import requirements of
the destination state or territory. This certificate is used for nursery stock and
5other non-seed crops or commodities.
State Field Inspection Certificate (SFIC)
The SFIC attests to disease or pest freedom based on “field” or “area” inspection
of the crop from which the plant commodity being shipped was harvested. A
SFIC may be issued to "back up" an AD made on a 577, or to facilitate shipment
of a plant or plant product to another state, US territory or country.
A SFIC can be issued on any seed crop which meets the following criteria:
• The crop was produced in the State of Idaho.
• The crop was submitted for individual field inspection or area inspection to
ISDA at the beginning of the season in which it was produced.
• The crop passed inspection and no diseases or pests occurred, or a pest or
disease was observed but is not of quarantine significance to the importing
state or country.
• The shipment shall not be sampled. A SFIC is issued based on the results of
a field or area inspection. The SFIC does not certify freedom from pest or
disease based on visual examination of an official sample of the shipment.
• Beans—The crop must pass both field and pre-harvest or windrow
inspection.
If a state certificate is issued in conjunction with a Federal certificate the names,
addresses, quantities and bag marks must match exactly.
If the consignee is a foreign address of a country that requires a 577 and no 577
in addition to the state certificate is requested, the following statement will be
placed in the remarks section: “The USDA Phytosanitary Export Database
Summary for (country) states that a United States Federal Phytosanitary
Certificate must accompany shipments of (crop).”
Seed Inspection Certificate
A Seed inspection certificate may be issued when a seed product is apparently
free from harmful pests and diseases based on a visual or laboratory
examination of a submitted or official sample. Origin of the seed may be a
state other than Idaho. The following information is required: variety, lot number,
consignor, consignee, and amount of seed to be exported.
Special Certificate of Treatment, Fact or Reshipment
A certificate of treatment, fact or reshipment may be used to certify:
a. That a plant or plant product has been inspected, treated, or maintained
as described on the certificate.
b. The origin of the plant product as being the State of Idaho.
c. That the area of origin is apparently free from specific pests (i.e.,
European corn borer is not known to occur in Idaho).
APPLICATION FOR PHYTOSANITARY CERTIFICATE
Applications for Federal and state phytosanitary certificates may be filled out on
the USDA PCIT website https://pcit.aphis.usda.gov/pcit/ after creating an
account. PCIT allows companies to create and submit applications for certificates
6to export commodities. The progress of the applications may also be viewed,
copies of the applications and final certificates can be printed, and templates can
be created to simplify the application creation process.
Once the PCIT application has been submitted it can be viewed by the requested
duty station. Paper application forms for Federal and state phytosanitary
certificates may be obtained from ISDA offices in Boise or Twin Falls, or from any
Plant Industries Investigator (see Appendix I, page 28 and 29). Applications may
also be downloaded from the ISDA homepage at:
https://agri.idaho.gov/main/plants/field-inspection-export-and-phytosanitary-
certification
APPLICATIONS MUST BE PROPERLY FILLED OUT ACCORDING TO
INSTRUCTIONS.
Instructions for Completing PCIT Applications
After initial setup in PCIT.
eAuthentication User ID: The username you selected during the setup of your
eAuthentication account. This is a permanent 6 to 20-character user ID.
PCIT PIN: The eight-digit number assigned by your organization administrator to
synchronize your eAuthentication account with the organization’s account in
PCIT. This synchronization is a one-time event.
A complete list of PCIT User Guides is available at: https://pcit-
training.aphis.usda.gov/PCITHelp/index.html
After you have logged in to the USDA PCIT website go to Create Application,
choose “With Template” or “Without Template”. Select your Certificate Type:
PPQ 577, 578, 579, or state. Note: Items marked with a red asterisk are required.
General.
Applicant name and address. Update button allows you to enter your
Organization name or Organization ID. (6-digit code)
Exporter: (Red asterisk) The exporter’s name and address must be in the US.
The address must include a name, address, city and state.
Consignee: (Red asterisk) The consignee’s name and address must be in the
same country listed in the “To: The Plant Protection Organization of:” section.
Addresses must include at least the name, city and country. Only one
consignee per PC is allowed. The use of phone and fax numbers will not be
allowed. Do not use statements such as “In-care-of” (c/o), “Attention to,” “Agent
for” or “Notify.”
Manage Exporters and Consignees: Creating a list of exporters and consignees
allows anyone in your organization to select an exporter or consignee from a list
when creating an application, eliminating the need to type the exporter or
consignee information for each application. You may add, update or delete
exporters at any time through Manage Template Data.
7Exporter and Consignee Alias Name: A more specific name to allow you to
differentiate between exporters or consignees in a drop-down list and is needed if
you have more than one exporter or consignee with the same official name. The
alias could be the exporter or consignee name with a location descriptor (e.g.,
Fruit Company - East).
Requested Issuing Duty Station: (Red asterisk) Be sure to choose one of the
following ISDA issuing duty stations depending on location of your shipment:
• Twin Falls (State)
• Boise (State)
• Lewiston (State)
• Sandpoint (State)
• Idaho Falls– Plant Industry (State)
*If application is submitted to a duty station outside of an ID State station, ISDA
cannot see them nor return them. These applications must be recalled by
submitter and reassigned.
Import Permit Number: Number specified on the permit from the foreign
government. Please list only the number exactly as it appears on the Import
Permit(s).
Export and Shipping Details.
Approximate Date of Departure From Port of Export: (Red asterisk) Use
mm/dd/yyyy format.
Port of Export: Location where the commodity(ies) will depart from.
Conveyance Type: (Red asterisk) This refers to how the commodity is going to
be shipped to the importer. Please choose one from the Standard PCIT Options:
air freight, air mail, enclosed truck/air freight, hand carry, ocean vessel, railroad
or truck line.
Default Shipping Details: This contains Number of packages, Package
description and Distinguishing marks. It is not necessary to use this section as
these shipping details will be entered in the Commodity Details section.
Point of Entry: (Red asterisk) Port of entry is where the commodity will enter in
the importing country. Some countries require specific classes of commodities to
enter specific ports. Please consult the summary of the importing country for
specific requirements. It is NOT acceptable to enter “Unknown” as the port of
entry. Enter the port of entry as listed on the IP or leave the section blank and
PCIT will automatically insert the country name. Do not use statements such as
“Port of.” or include the country name with the port name.
Commodities Overview.
Commodities Available For Inspection At: (Red asterisk) Please be specific as to
the company name and/or location.
8Commodities Available On: (Red asterisk) Use mm/dd/yyyy format. This date
cannot occur in the past. This does not notify ISDA of an inspection request, call
the Phyto Line.
Time: (Red asterisk) Must use a 24-hour clock (e.g., 18:00). Time should be
entered in accordance with the time zone of the requested issuing duty station.
Select Add Commodity: Choose “Search By: Common Name or Botanical
Name.” If the commodity is for propagation, genus and species must be stated.
It is the responsibility of the person/company requesting the PC to provide the
accurate genus and species on the application. Variety names or sub-species
generally cannot be included with the botanical name. There are some
exceptions. Commodity names should be kept as general and generic as
possible.
Mixed Commodity: One or more commodities packaged together (i.e. salad mix,
floral bouquet). Ingredients: A product contained in a mixed commodity package.
Cross Commodity: An offspring of two plants of different species. Commodity
crosses are widely used by the nursery industry. Commodity crosses are a
'hybrid' of two existing plants. These existing plants must be found in the current
commodity list since an unlisted commodity entered by a user cannot be used. A
commodity cross is depicted as genus species X genus species. Commodity
crosses use the botanical name of the two commodities, separated by an X as
both its common name and botanical name (i.e. Mahoberberis aquisargentii =
Mahonia aquifolium X Berberis sargentiana)
Commodity Details.
Part: (Red asterisk) has a drop-down list where you can choose: bale, bulb,
grain, hay, pellets, plants, seeds, trees, etc.
Quantity: (Red asterisk) A quantity must be entered for each commodity to
correspond with a selected unit. Enter a number. If multiple units there are three
entry spaces. This could be used if the shipment was 1 pound and 3 ounces. You
would enter 1 in the first box and 3 in the next. Be sure to match up the
corresponding unit of measurement.
Unit: (Red asterisk) Select the unit of measure (pounds, ounces, kilograms,
grams, tons, etc.) from the drop-down list. Some countries may require units to
be in a specific format (Mexico, Chile or EU countries—metric).
Weight: Weight in pounds, using whole numbers only. This does not appear on
the application or certificate. This is for USDA reporting purposes.
Number and description of packages (box 11): This section lists the number and
type of shipping containers (i.e., 20 paper bags) for each commodity to be
exported.
Number of Packages: (Red asterisk) Enter the number of containers. Must be a
9whole number.
For multiple packages click Edit/View Multiple Packages button. Add
the primary number of packages and package description first, then continue with
any additional number of packages and package descriptions. The order listed
will be the order they appear on the certificate. The text 'Multiple' will be
displayed next to Number of Packages and Package Description on the
Commodity Details page after multiple entries have been added. If you clear your
multiple entries, the Number of Packages text box and Package Description drop
down will reappear for a singular entry.
Package Description: (Red asterisk) Need to select Other, then enter the
container description for the commodity (e.g., wooden crate, cardboard cartons,
burlap bags). Bulk shipments should be listed as 'In bulk.' Some of the package
descriptions are pre-defined in PCIT. They are as follows:
In bulk
All in [#] [container description]
[#] [container description] each
To use these pre-defined package descriptions, simply choose one from the
Package Description dropdowns. If you use the 'All in ...' or '... each' pre-defined
options, you must also click the Edit button to populate the Other field and edit
the items in [square brackets].
Examples: All in 15 crates
23 boxes each
Once you save the commodity, your updated pre-defined package description
will become a user-defined package description and can be edited later again by
selecting it in the drop down and using the Edit button.
Distinguishing Marks: (Red asterisk) Enter the markings exactly as they appear
on the containers, cartons, bags, bales, boxes, truck licenses, railway cars, etc. If
there are no distinguishing marks, enter 'None.’ Distinguishing Marks must be
verified. "As Addressed,” “As Marked,” or “Branded” are unacceptable
statements.
Certified Origin: Location (county, and/or state, and country) where the
commodity(ies) were grown or cultivated. Origin is not where the commodity
was treated, packed or ultimately shipped from (i.e. if the carrot seed was grown
in California and packed in Idaho, the origin is California). The Add/Edit button
allows choices of: locality (such as “Area 6”), locality descriptor (such as county),
State/Territory (choose the state of origin), or Country (USA is the automatic
default) - then click the Add button.
Attachments.
This function allows gif, jpg, or pdf formatted files to be attached to the
application. Examples of attachments are Import Permits, Lab Results, Field
Inspections, Foreign Phytos, FGIS 921-2, Inventory Pages or other pertinent
supporting documentation. Attachments are used as back-up documentation to
satisfy importing country requirements. To add attachments to your application,
click the Add Attachment button.
10Summary/Submit.
Please review the information that you have provided for the application. Select
Edit to make changes to the associated part of the application. Carefully review
your application, certify the origin of the commodities, and then click the Submit
Application button.
Tracking Number: Number assigned the first time an application has been
saved. Used for tracking the application through the issuance of the certificate.
PCIT Application Follow Up.
Follow the procedures for Making an Appointment as specified on page 2. At the
time of inspection, please present the inspector with a PCIT Certificate Draft or
PCIT application, and the ISDA Inventory/Treatment Page with the PCIT
Tracking Number. The Inventory /Treatment Page can be downloaded from the
ISDA homepage at agri.idaho.gov click on Plants & Insects, then click on Field
Inspections & Exports, the fillable forms are in blue under Form, Reports &
Publications, or https://agri.idaho.gov/main/wp-content/uploads/2018/03/ISDA-
Federal-PCIT-App-Rev.-031518.pdf
The Inventory Page includes:
Treatment Section: Any treatment applied to the shipment may be entered in
this section. Date, type (i.e. fungicide, insecticide or fumigation), chemical (Active
Ingredient) (no trade names), and concentration of treatment must be listed.
Fumigations or hot water treatments also need duration and temperature
(Celsius or Fahrenheit). If an importing country requires specific treatment, this
must be followed and listed in the treatment section.
Required treatments must be officially documented.
All fumigations or hot water treatments, when officially required by the
importing country, must be witnessed by an ISDA Investigator. Unless the
licensed applicator administering the treatment is under a compliance
agreement with the USDA APHIS PPQ.
a. If fumigation or hot water treatment is required in PCIT or on an
Import Permit, this treatment must be applied at the rate required
and listed as required on the treatment documentation presented to
ISDA.
B. For official seed treatments the following must be obtained for a treatment
to be entered on a Phytosanitary certificate (PC).
a. For restricted use chemicals the PC application must be signed by a
licensed applicator applying the treatment with their license number
and date of expiration and listing chemicals used, concentrations,
and date of treatment.
b. For non-restricted use chemicals the PC application must be signed
by a company representative and dated, verifying chemicals used,
concentrations, and date in the treatment section are accurate.
c. If a treatment is required in PCIT or an Import Permit, this treatment
must be applied at the rate required and listed as required on the
treatment documentation presented to ISDA.
11If a commodity is treated, even though treatment is not a requirement of the importing country, it is recommended that the treatment details be listed on the PC. ISDA Inspected Lots: Please fill in the species, variety, lot number, quantity, year/location/grower, and state number for Idaho inspected lots, under the heading “Idaho Dept of Agriculture Inspected Crops.” For listing blend lots, please see Appendix H on page 27. If pending state number, please provide map number. Please be sure to list the most current and up to date information. The exact variety name and/or lot number the crop was produced under as it appears on the Crop Inspection Report. If another variety name and/or lot number is to be used, the original variety name and/or lot number must be in parentheses with a signature next to it on the application form. This signature change by the company ensures that original variety names and inspection lots can be traced back. ISDA Non-Inspected, out-of-state origin or ICIA inspected lots, fill in the species, variety, lot number, quantity, year/origin/grower, and any other pertinent information, under the heading “Idaho Origin Non-Inspected, ICIA Inspected & Out of State Origin Crops.” Pertinent information could include ICIA Certification numbers, laboratory testing information or any other information that might be needed for issuance of the certificate. Idaho Crop Improvement Association (ICIA) Inspected Lots must be accompanied by an ICIA Growing Season Field Inspection Report listing variety name, lot number, parent seed lot number, acres, method of irrigation, grower, county, inspection dates, diseases inspected for, results of inspection, and the clean weight of the crop at the time of inspection. Applicant must provide the inspection history of the parent seed lot number listed on the ICIA Growing Season Field Inspection Report. Other Phytosanitary details: Additional Declarations (AD): The AD section is for adding information about the consignment required by the importing country through an IP or PExD summary notation. Only ADs specifically required by the importing country are authorized. ADs may include a reference to an IP, certification of disease freedom based on field inspection, laboratory analysis, or area freedom depending on specific wording of the importing country’s requirements. ADs for variety type or genetic resistance to a pest or disease are not permitted on a 577. An example of an acceptable AD would be “Parent plants were inspected during active growth and found free from pea bacterial blight caused by Pseudomonas pisi.” This particular AD would require documentation that the crop was field inspected and found free from that disease. Additional Official Phytosanitary Information (AOPI): To facilitate re-exports from destination countries, companies requesting additional phytosanitary information must present a consolidated disease list that all the crops were inspected and found free from based on Lab Test, Field Inspection, Pest Free 12
Area, Not Known to Occur in U.S and/or Visual Inspection. The AOPI selection
process in PCIT must be used for this section. It is not acceptable to type in the
information or to copy and paste information into this section.
Shipment Inspection
Each lot in the shipment must be accessible from at least two (2) sides.
Bins must be placed on the ground, and pallets of bagged material can be no
more than two (2) pallets high. Shipment must be stacked in manner that allows
for the inspector to verify Distinguishing Marks and adequately verify bag counts
and/or weights. The investigator should be reasonably accommodated in
order to safely retrieve representative samples.
All shipments must be examined to see that they match the descriptions
presented on the application. Samples are examined for soil, sclerotia, obvious
fungal, bacterial or weed contamination, and insect damage (items of a
phytosanitary nature). Samples are not examined for purity, off-seed types, etc.
Companies can request that the phyto samples be returned.
Pelleted or coated seed must be inspected twice. The first inspection is to be of
the raw seed and will be billed as a Visual Sample (Official Sample). The second
inspection is to be of the seed in its final shipping form and packaging with the
charge for this inspection to be included in the customary certificate charges.
Shipments failing inspection for one reason or another will not be eligible for
phytosanitary certification. The reason for the failure will be written on the
application, signed by the inspector and the application returned to the applicant.
Any samples taken will be sealed and kept by the ISDA for 30 days. Some
shipments may be able to be certified after having been re-cleaned or
reconditioned.
Shipment Sampling
There are three sampling procedures available:
1. Lot representative sampling:
• If the lot or seed type in the shipment is made up of six (6) or fewer
bags, five (5) bags will be sampled.
• If more than six (6) bags make up a single lot, ten percent (10%) of the
bags plus five (5) are sampled to a maximum of thirty (30). A
minimum of five (5) containers are always sampled.
• If the lot or seed type in the shipment is made up of bulk seed, bins, or
boxes the total weight in pounds of the lot is determined. This weight
is divided by 100. Five (5) plus ten percent (10%) of the bag
equivalent will be the number of subsamples pulled from the lot to a
maximum of thirty (30).
• If the number of subsamples pulled does not provide enough seed for
an adequate sample, additional subsamples may be taken. ISDA
reserves the right to sample more than thirty (30) containers, or pull
more than thirty (30) subsamples if the shipment is so large that
sampling only thirty (30) would not yield a representative sample.
2. Companies can request examination of the entire shipment on-site if it is
13under fifty (50) pounds or is composed of small sample packages. This
would most commonly be done with small research samples. ISDA
reserves the right to remove and examine an official sample of the
shipment if the investigator deems it is warranted.
3. Automatic samples may be accepted by ISDA in lieu of an officially
drawn sample under the following conditions:
• The company has signed a compliance agreement with ISDA
concerning automatic samples. Please contact ISDA for more
information.
• The method used in obtaining the automatic sample is inspected and
approved by ISDA.
• The sampling procedure is automatic from all portions of the shipment
and is completely random in nature.
• Automatic samples cannot be split prior to inspection by the ISDA
inspector. The ISDA inspector will take the ISDA sample from the
entire automatic sample and the remaining portion will be considered
the company’s record sample.
• ISDA reserves the right to draw an official sample from the actual
shipment.
Sampling for Laboratory Analysis
For official sample submitted to ISDA’s Plant Pathology Laboratory, a Pathology
Submission form and sample submission letter must be presented to the
inspector at time of sampling. The PDF forms are available online. Please print
this form and provide at time of official sample. http://agri.idaho.gov/main/wp-
content/uploads/2017/11/USDA-PPL-SampleSubmissionFormfillable5.pdf
Sampling protocol used by ISDA investigators was established by the
Association of Official Seed Analysts (AOSA) or International Seed Testing
Association (ISTA) guidelines (1,000 grams minimum). ISDA will dispose of
excess samples unless the owner of a sample makes a different arrangement
with ISDA investigators. Sample size may vary based on requested test.
Procedures followed by authorized ISDA investigators (Appendix F, page 24) in
taking official samples for Seed Lab, Plant Pathology Lab or Nematode Lab
testing are as follows, unless directed otherwise by the testing laboratory:
Bean Serology Sampling
Serology testing is required under IDAPA 02.06.06 -Rules Governing the
Planting of Beans. Serology testing for the basis of planting Phaseolus bean and
Non-Phaseolus bean seed in Idaho must be done by the ISDA laboratory using
official samples taken by an ISDA employee. No other personnel or laboratory
is authorized under IDAPA 02.06.06 to satisfy this planting requirement.
Sample Size Requirements: Sample size requirements for imported seed
requiring a serology test will be as follows:
LOT SIZE SAMPLE SIZE15 - 25 pounds 1.0 pounds
26 - 50 pounds 1.5 pounds
51 - 200 pounds 2.0 pounds
201 - 1,000 pounds 3.0 pounds
>1,000 pounds 5.0 pounds for every 10,000 pounds or
portion thereof
Example: 36,000 pounds = four (4) samples @-5lbs each.
Non-Phaseolus Nematode Purity
1.0 pound for every 10,000 500 grams
pounds or portion thereof
Treated seed is not eligible for serology testing, and will not be sampled.
Other Seeds
Organism Type Small Seeds Large Seeds
Fungi/Virus 100g(0.022 lb)/1000 seeds 1000 g(2 lbs)/1000 seeds
Bacteria/Virus 500g(0.1 lb)/6000 seeds 5000 g (10 lbs)/6000 seeds
Grow Outs 1000g(2.2 lbs)/10000 seeds 10000 g (20 lbs)/10000
seeds
Sample size from lots smaller than 11 kgs (25 lbs) may be negotiated. Lots larger
than 10,000kg (20,000 lbs) additional samples must be taken.
Nematode Analysis
The bean serology sampling scheme is followed and taken for each shipment or
lot. The sub-sample must be sealed and initialed by the ISDA Investigator. A
nematode analysis sheet will be left with the company to send with the sample to
the University of Idaho Nematology Lab. Alternately, the sample(s) can be taken
with the ISDA Investigator and sent to the U of I Nematology lab on behalf of the
company (Company will be billed for shipping costs by the ISDA). (Fees for the
lab services will be billed separately by the laboratory.)
Supporting Documents
1. Import Permit (IP)
IP is obtained by the importer and sent to the exporter. If the exporter wants an
IP number referenced on the PC, a copy of the IP and a certified English
translation of the entire (top-to-bottom) IP must be provided by the exporter
to ISDA. To certify a translation of an IP, the company or applicant for the 577 or
579 must place the following statement on or attach to the translation:
“I certify that this is a true translation of Import Permit No.
Signed: Title:
Company: Date:
All requirements of the IP must be satisfied prior to issuance of a 577 or 579.
When an IP is listed as “required” on a non-prohibited commodity and one is not
presented, a 577 can normally be issued with the AD “No import permit
presented.” For prohibited commodities or when an IP is required and PExD says
“Do not certify unless an IP is presented,” a 577 cannot be issued until a valid IP
15is presented.
2. Release Letter
A release letter is required when a company is applying for a PC for an Idaho
grown seed lot they purchased from another company. Release letter must
include: variety, lot number, quantity sold, year grown and state number. See
Appendix D on page 22 for an example of a Release Letter.
3. Blends
If a seed lot that was not field inspected in Idaho is blended with an Idaho field-
inspected lot, the resulting lot will be treated as a non-Idaho field-inspected lot for
phytosanitary certification. If two or more Idaho field-inspected lots are blended,
the resulting lot will be eligible for certification at the level of the component with
the least amount of certification. See Appendix H on page 27 for examples of
listing blends on a PC application.
4. Field Inspection Documents
Many countries require additional verification that commodities were inspected
during active growth and found free from specific pests and pathogens. If the
origin of the commodity is Idaho, the variety, grower, number of acres, lot number
and state number must be provided to ISDA.
If the origin of the commodity is not Idaho, the applicant must provide ISDA with
the inspection document.
5. Laboratory Testing Documents
All testing done to meet phytosanitary requirements must be performed on an
officially-drawn sample by an authorized agent from the lot of which the shipment
will later be taken or from the shipment itself. An original copy of test results must
be attached to the 577 application before the 577 can be issued.
Some importing countries require laboratory testing to establish freedom from
certain diseases and pests. These tests must be performed by an USDA
accredited or approved laboratory, such as the ISDA or the University of Idaho
laboratories and based on an officially drawn sample.
6. Seed Lots Found Positive for a Disease as the Result of a Lab Test or
Field Inspection.
It is permissible to certify for export seed lots found positive for a disease during
a field inspection or lab test provided that:
a. The disease is not listed in the importing country’s import requirements
for that commodity.
b. The disease is not on the importing country’s list of harmful organisms.
c. The importing country does not make any general statements, such as
“Shipments must be free of all other pests” or “Shipment must be
substantially or practically free of all other pests.” In which case, a
seed treatment may be allowed, provided it is effective against the
target pest AND the treatment is acceptable to the importing country.
16Without the importing country’s approval, the shipment is ineligible
for certification.
Seed lots found positive for a disease as the result of a lab test or field inspection
are considered positive and may not be re-tested.
ISSUANCE OF PHYTOSANITARY CERTIFICATES
Procedures
a. Submit to ISDA a completed PC application and all additional
documentation (field inspection reports, IP, release letters, lab test
results, etc.) required to satisfy requirements of the importing country.
b. ISDA verifies the shipment to see that it matches the application. A
random representative sample of the shipment is inspected for the
presence of pests or soil in compliance with the importing country’s
requirements.
c. The completed application form is signed by the ISDA Investigator and
either hand-delivered, faxed, or emailed to the office.
d. ISDA checks for all required paperwork and the inventory for ISDA and
ICIA field inspected seed lots.
e. The completed PC will be mailed, or upon request sent by Federal
Express at the exporter's expense. The company can also make
arrangements to pick up PC at the office. The company may also request
a faxed or emailed copy.
f. The applicant will be billed at the address listed on the application unless
other arrangements or a request is written on the bottom of the PC
application.
A PC is generally issued within 24 to 48 hours of receipt of the application,
sampling and inspection PROVIDED the shipment meets all the requirements of
the country of destination and all the supporting documents are in order.
Applications are processed when all documentation, samples and inspection
results are complete, and in the order that they are received, unless rush service
is requested.
Rush Service - ISDA will inspect, sample and issue the PC based on the
applicant’s time frame on a case-by-case basis provided all phytosanitary
requirements can be met and supporting documents are in order. The fee is
one hundred dollars ($100) per PC in addition to the customary charges.
See Appendix C on page 21 for fee schedule.
17APPENDIX A – TIME LIMITS
“Time limits” generally refer to the amount of time that is allowed between
inspection and certificate issuance. PPQ’s policy on time limits is that an export
certificate must be issued within 30 days of the phytosanitary inspection. PPQ
policy must be met even if a country’s time limits refer to the time period
between certificate issuance and exportation. In addition to PPQ’s policy on time
limits, each importing country may specify its own time limit requirements.
EXPORTERS MUST MEET THE IMPORTING COUNTRY’S TIME LIMITS. If an
importing country’s time limit is more restrictive than PPQ’s policy, the importing
country’s time limit requirement will take precedence. In order to ensure time
limits are met, it is important to understand the difference between inspection
date and issuance date.
Inspection date: The date an Authorized Certification Official (ACO) or
other authorized entity conducts the phytosanitary inspection. It is
important to note that the date of inspection is considered “Day 1” of the
30 days.
Issuance date: The date a certificate is signed.
While the dates of issuance and inspection can be the same, they are two
different actions.
Note: A phytosanitary certificate cannot be issued if the time limit between the
inspection and the shipping date has been exceeded.
Importing Country Requirements
Importing countries’ time limits, if specified, will be included in the country’s
definition of a phytosanitary certificate, phytosanitary certificate for reexport, and
the processed product certificate in PExD under Definitions of Terms.
Additionally, time limits may be specified for an individual commodity or class of
commodities elsewhere in an export summary. Failure to review an individual
country’s time limits may result in improper certification. Some countries require
issuance prior to departure.
Replacing PPQ Forms 577 and 579
Replacing PPQ Forms 577 and 579 is acceptable outside the 30-day time limit if
the original certificate was issued within 30 days of inspection and the number of
packages or containers is not increased.
NOTE: These time limits are subject to change at any time based on the
USDA’s Phytosanitary Export Database (PExD) System. Do not issue export
certificates if the time limit between inspection (or issuance date for EU
countries) and the shipping date has been exceeded unless the shipper presents
a bill of lading showing the plant or plant product was shipped within the
prescribed time.
18APPENDIX B – REQUESTED HOLD PROCEDURES
1. Applications can be held at the company’s request prior to phyto issuance. All
others will be processed using our normal protocol.
2. Applications put on a company-requested HOLD must be submitted to the
inspector at the time of inspection and delivered to the appropriate ISDA
office. The application will be logged in and then will put in an EU/Requested
HOLD file in the office.
3. Company requests for HOLDS must be made in writing. This request can be
just a note on the front page of the application.
4. The visual inspection is only good for 30 days, at which time the application
will expire. Applications with expired inspections will be cancelled and the
company will be billed for the inspection. We will notify the company when an
inspection has expired. Shipments can be re-inspected and a new
application submitted by calling the Phyto Line.
5. When the company is ready to have the Phytosanitary certificate issued, they
must notify the appropriate Plant Industries office (via email or fax, see
Appendix I on page 28 and 29 to issue the Phyto.
6. RUSH applications will still be treated the same. Should a company request a
RUSH inspection, and then request that the application be put on HOLD, the
$100 fee will still be charged.
7. Once the Phytosanitary certificate is issued, the exporting company will still be
responsible to ensure that the shipment leaves the United States within 14
days or as prescribed in the General Requirements section, Definitions tab in
PExD.
19APPENDIX C – FEE SCHEDULE
1. Phytosanitary Certificates.
a. All Federal Phytosanitary Inspection Certificates or like documents: sixty
dollars ($60) per certificate. Plus, the appropriate USDA administrative
fee.
b. State Phytosanitary Inspection Certificates or like documents: twenty-five
dollars ($25) per certificate.
2. Phytosanitary Certification and Like Inspections and Official Treatment
Observations.
a. Officially Drawn Samples: (i.e. bulk, phytosanitary inspection, pre-coat,
purity and germ samples, referee samples, lab analysis samples and
Serology per 10,000 lbs. sample) - twenty dollars ($20) per sample.
b. Submitted Samples: twenty dollars ($20) per item submitted.
c. Treatment Observations: for official verification of seed and plant treatment,
seed lot fumigation, cold storage treatments, and treatment of agricultural
products brought into to the state in violation of a state quarantine, fees
are thirty dollars ($30) per hour (minimum 1 hour per trip, including travel
time), and any per diem incurred. Per diem will be at established state
rates.
d. Rush service fees shall be one-hundred dollars ($100) per certification
which will be in addition to the normal phytosanitary certification charges
outlined in this section.
e. Request for phytosanitary or treatment observation services after normal
working hours, on weekends, or holidays are subject to overtime and state
per diem charges in addition to the normal charges outlined in this
section.
3. Plant Pathological Laboratory Services. Fees available on website.
Agri.idaho.gov/main, go to Labs, Plant Pathology lab, Available Testing
Services.
4. Special Project Fee. Special projects not covered by existing fee schedule
may be billed at twenty-five dollars ($25) per hour with a minimum twenty-five-
dollar ($25) fee. Special projects include, but are not limited to Seed Analysis
Certificate Samples (USDA SAC Samples), ISTA sampling, Special plant pest
detection surveys, research, lot history verification, data entry, sales and
purchases, transfer of ICIA inspected lots into ISDA database, ISDA training of
private company personnel, field inspection issues wherein a required or
requested inspection cannot be completed due to inaccurate or incorrect
information being provided to the ISDA or any other circumstance approved by
the Director, Section Manager or Program Specialist.
20APPENDIX D – SAMPLE RELEASE LETTER
Wondergrow Seed Company
222 Miracle Sprout Road
Somewherein, ID 02020
December 2, 2012
Idaho State Department of Agriculture
P O Box 790
Boise, ID 83701
To Whom It May Concern:
Wondergrow Seed Company has sold to Willbegrow Seed Company,
Nampa, Idaho the following lot of corn seed:
VARIETY LOT NO. QUANTITY YEAR STATE NO.
Corncob 2072 25,000 lbs 2012 1819-12-BT-FI
*An ISDA state number or ICIA certification number must be provided.
___________________________________
Selling Company Representative Signature
21APPENDIX E – LAB SUBMISSION SAMPLE LETTER
(Company Letterhead)
Date
Laboratory Name
Lab Address
On (date) , (Investigator’s Signature) , Agriculture Investigator, from the
Idaho State Department of Agriculture officially pulled samples per standard
ISDA process of the following lot(s) to be tested for (list tests).
Commodity Origin Variety Lot# Weight of Lot Requested
Sample Size
Genus species var. state XXX XXX XXX lb ½ pound
Please include the following statement on the analysis report: “Sample was
officially pulled by Idaho State Department of Agriculture official, (Inspector’s Name).”
(Signature of Requesting Person)
Name of Requesting Person
Title
22APPENDIX F – APPROVED SAMPLERS
Investigators listed with Federal Grain Inspection Service (FGIS) are also
authorized, under certain circumstances, to pull official samples for federal
phytosanitary certification, provided Form 921-2 is completed and presented with
the phyto application. Contact ISDA in Boise or Twin Falls for information.
Investigators listed with Idaho Crop Improvement Association (ICIA) are also
authorized to pull official samples for testing at the Idaho State Seed and
Pathology Laboratories, and for nematological testing. ICIA investigators are not
authorized to pull Phaseolus bean and non-Phaseolus bean serology samples.
Investigators listed with the Idaho State Department of Agriculture (ISDA) are
authorized to pull official samples for laboratory testing and seed testing under
the Federal Seed Act and for federal phytosanitary certification.
NAME TELEPHONE AREA AFFILIATION
Cimberlie Christiansen 208-807-7406 TV (Caldwell) USDA AMS FGIS
MV back-up USDA AMS FGIS
Dale Kaylor 208-420-0304 MV (Filer) USDA AMS FGIS
Shane Minden 208-882-4833 Moscow Sub USDA AMS FGIS
Melvin Gray
David Williams
Sierra Brantz
Niah Griffin
Bailey Grove
David Brooks
Scott Blake 208-762-5300 North Idaho ICIA
Alan Westra 208-522-9198 Eastern Idaho ICIA
Brent Briggs
Spencer Jewett 208-884-8225 Southwest Idaho ICIA
Mick Goff
Doug Boze
Kathy Stewart-Williams 208-733-2468 Southcentral Idaho ICIA
Sharon Gebauer
Amber Jackson 208-613-0944 Moscow ISDA
Paul Rhoades 208-916-5916 Post Falls ISDA
23APPENDIX F (cont.) NAME TELEPHONE AREA AFFILIATION Brad Saito 208-332-8650 Boise ISDA Andrea Thompson 208-332-8650 Boise ISDA Jason Kittridge 208-332-8650 Boise ISDA Adam Hansen 208-332-8650 Boise ISDA Jared Stuart 208-332-8650 Boise ISDA Ben Meiers 208-308-5568 Idaho Falls ISDA Shelley Conner 208-736-2195 Twin Falls ISDA Michael Cellan 208-736-2195 Twin Falls ISDA Michael Wiseman 208-736-2195 Twin Falls ISDA Tina Eiman 208-736-2195 Twin Falls ISDA 24
APPENDIX G – SOIL GUIDELINES
Guidelines for presence of Soil for Phytosanitary Certification of Seeds
1. If a country specifies a soil tolerance in their summary (i.e., Australia), that soil
tolerance specified will be applied.
2. If a country prohibits soil (either “isolated” or “in connection with an export
commodity”) then shipments found to have soil clumps or clods constituting 0.1%
or greater by dry weight will be refused certification.
3. If a country summary is completely silent on presence of soil in a shipment,
presence of soil exceeding 2.0% will be grounds for refusal to certify based on
the standard statement on PCs that the shipment is substantially free from pests
and diseases. Shipments with soil present at levels above 0.1% by weight, but
below 2.0% by weight should not be refused certification. However; the exporter
should be cautioned that the shipment may be refused entry by the destination
country due to presence of soil, and the NPPO (USDA APHIS PPQ) may not be
able to assist in obtaining release of the shipment.
If phytosanitary certification is refused because of soil, the exporter will be given
the opportunity to recondition the shipment to meet the guidelines for soil cited
above.
All inspections for soil tolerance will be based on officially drawn representative
samples of the shipment. Submitted samples will not be accepted per PPQ
policy.
If soil analysis or inspection reports are issued, they should note that the
inspection was done on an official sample and the level of soil present. The level
of soil present may be indicated by a percentage or by an official statement.
Inspection for soil may be done in the field for large seeds (i.e. Corn, beans,
peas, etc.) by an Authorized Certification Official, accredited entity, operating
under the current MOU between USDA APHIS PPQ and FGIS.
Inspection for soil in small seed shipments must be done at a USDA APHIS PPQ
approved laboratory (accredited lab, state, or university, etc.).
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